Background

The Global Environment Facility (GEF) has established the Small Grants Programme (SGP) in Malaysia to support projects consistent with global environmental priorities. The SGP supports activities of NGOs and Community-Based Organisations towards climate change abatement, conservation of biodiversity, protection of international waters, reduction of the impact of persistent organic pollutants and prevention of land degradation while generating sustainable livelihoods.

The SGP is hosted by the UNDP in Malaysia and implementation will be funded by the Global Environment Facility.

Duties and Responsibilities

1. Assist in compilation of SGP and ICCA project information in preparation for knowledge material.
2. Update website and database for project information for SGP and ICCA funded project from year 2016 – 2019.
3. Compile stakeholders’ database and establish contact list.
4. Assist in screening through all the concept proposal and ensure sufficient supporting documents.
5. Assist in create supplier profile for all supplier and grantees.
6. Assist in review financial report submitted by grantee, ensure the accuracy of supporting documentation such as invoices.
7. Assist in keeping record of the Petty Cash account with proper documentation and proper tractable records.
8. Follow up of travel arrangements and DSA payments for NC, and NSC members.
9. Assist in filing system, maintain SGP country office administrative, financial, and management files and update them with original documentation or copy of the original documentation as necessary.
10. Assist in projects filing system containing original MOAs and amendments, original or copies of interim and final reports with all supporting documents, and mission reports or evaluation
documents.
11. Assist in maintaining financial folder for all SGP country office financial transactions.
12. Provide logistical and administrative support to visiting missions, travel arrangements, and meetings for the NC, NSC, adhering to SGP SOPs procurement rules and regulation;
13. As and when required, assist in organizing and managing meetings, discussion and workshop.
14. As and when required, assist in preparing minutes, notes of discussions of meetings and workshop repots;
15. Provide secretariat support during events, workshop and meetings.

Deliverables

1. Complete summary report of 20 projects supported by SGP.
2. Update website and database for project information for SGP and ICCA funded project from year 2016 – 2019.
3. Compile stakeholders’ database and establish contact list.
4. Create supplier profile for all supplier and grantees.
5. Review 10 financial reports submitted by grantee, ensure the accuracy of supporting documentation such as invoices.
6. Assist in 30 projects filing that containing original MOAs and amendments, original or copies of interim and final reports with all supporting documents, and mission reports or evaluation documents.            
7. Provide draft minutes of meeting for 31st GEF-SGP NSC meeting.

DURATION of the work

The duration of service is maximum 15 days per month (3 months). 

Contracts based on daily fee:

The fee will be paid on a monthly based on time sheet completed with description of tasks, certified by Programme Manager. SGP makes payments based on the actual number of days worked.

The estimated maximum number of workdays for the duration of the consultancy is as follows:

Competencies

Functional Competencie

• Good writing skills.
• Excellent drafting and analytical skills.
• Good knowledge of budget control and financial management.
• IT skills: Excellent knowledge of MS Office, database and Internet use

Required Skills and Experience

Education 

• A high school diploma with additional experience is required.
• University degree, preferably in communication or an environmental science field is desirable.
• Candidate should be a national or naturalized citizen of the country.

Experience

At least 3 years of relevant experience in office management, including financial reporting.

Language

Fluency in the official national language and English.